Appointment Change Action (PY) - Transfer Different Agency

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Procedure Updated: 

Use this procedure to complete the payroll portion of an appointment change action for an employee who is moving to a different agency with no break in service. This action is completed by the gaining agency. The personnel administration portion of the appointment change action must be completed first.


When an employee is moving to a different agency:

  • The gaining agency must contact the losing agency to inform them of the appointment.
  • The losing agency will need to have entered, changed, or deleted any necessary data prior to the gaining agency performing the appointment change action. Some examples are:
    • Enter or delete leave in CATS
    • Complete garnishments
    • Enter or end agency-specific deductions or payments.

For mid-period appointments, refer to the Mid Period Transfers resource document.

If the employee is changing mid-period from or to the 24/7 (R030) work schedule rule, additional action is needed so that HRMS can accurately calculate the proration of time for each schedule. When there is a mid-period change with a 24/7 (R030) work schedule rule, work with the personnel administration and time and attendance processors to either start the work schedule on the first day of the period or create a schedule substitution that reflects the employee's work hours. Refer to the Work Schedule Substitution procedure for more information.

As the payroll processor, you will not process this action until you have received an appointment change information packet from the personnel administration processor indicating they have completed their portion of the action.

If the employee’s benefits eligibility is changing or is a Plan 3 employee, this procedure may require hand-offs to the benefits processor depending on the structure of your agency and your role at your agency. Refer to the Appointment Change Action - Transfer procedure for completing those portions of the action.

  1. Step 1

    Enter transaction code PA40 in the command field and click the Enter button.

    Screenshot of SAP easy access

  2. Step 2

    Complete the following field:

    • Personnel no.

    Screenshot of personnel number.

    • Do not put a From date on the Personnel Actions screen.

  3. Step 3

    Click Enter to populate the employee information.

  4. Step 4

    Click the box to the left of Appointment Change.

    Screenshot of payroll tab.

  5. Step 5

    Click the Execute button to begin the transaction.

  6. Step 6

    Verify the Actions (0000) infotype contains the correct action you need to execute.

  7. Step 7

    Click the Execute info group button.

    Screenshot of execute info group button.

  8. Step 8

    Click Continue in the Execute info group dialog box.

    Screenshot of dialog box.

  9. Step 9

    Click the Next Record button until you reach the Add. Withh. Info. US (0234) infotype.

  10. Step 10

    Complete the following fields:

    The following fields are mandatory:

    • Start
    • Empl. Override group

    Screenshot of employee override group.

    • The Start date should reflect the actual check date. If you are uncertain of the check date, refer to the Payroll Calendar.

    • Empl. override group (Employee Override Group) is the Workers' Compensation risk classification that an employee holds for a particular job.

    • The Employee Override Group must match your agency Business Area. For this example, the employee has been hired into Business Area 1790 - Department of Enterprise Services.

      If the numbers do not match, it will cause incorrect Medical Aid amounts to be withheld from the employee. Additionally, employer costs will be incorrect.

    • If the employee's Employee Override Group has not changed, click the Next Record button and skip to Step 13.

  11. Step 11

    Click the Enter button to validate the information.

    • Depending on the employee’s previous record history, you may receive a message indicating the previous record will be delimited at end. Click Continue to accept this message:

      Screenshot of display message.

  12. Step 12

    Click the Save button.

    • This marks the end of the Appointment Change action using PA40. The remaining steps in this procedure will direct you to make additional updates if necessary.

  13. Step 13

    HRMS does not calculate accumulated OASI totals across business areas. Work with the losing agency to calculate and ensure the employee does not exceed the OASI maximum for the year. If the employee meets the OASI maximum, refer to the OASI Tax Adjustment for Employees that Transfer Between Agencies procedure for making adjustments.

  14. Step 14

    If the employee has an active garnishment and the garnishment does not apply to the gaining agency, refer to the Garnishments - Delimit Garnishment procedure.

    • You should only end the writ of garnishment if it does not apply to the gaining agency. If you are uncertain, work with the losing agency and contact the Garnishment Liaison within the Public Records and Constituent Services Section at the Office of the Attorney General. Contact Information:

      (360) 753-9673

  15. Step 15

    If the employee is transferring on the 1st of the month and enrolled in medical, dental, or a combination of both, work with the benefits processor and the losing agency to make additional offsetting adjustments for the employee and employer portion of health benefits.

    Adjustments are needed by both agencies. Failure to do so will result in a discrepancy in General Ledgers and require a Journal Voucher to correct.

    • When an employee transfers agencies on the 1st of the month, the gaining agency is responsible for benefits processing in the 10th paycheck.

      • The losing agency will create negative adjustments in Additional Payments for any wage types associated with the employee’s healthcare dated the last day of the month.
      • The gaining agency will create positive adjustments in Additional Payments for any wage types associated with the employee’s healthcare dated the first day of the month.

      Refer to the Additional Payment - Additional Contributions for Health Insurance procedure.

    • Do not adjust Employee HSA contributions.

    • If the adjustments are missed, the gaining agency will make both sets of adjustments in the appropriate period, however, agencies will work together to JV the employer portion as this will not retro.

    • If the employee is transferring mid-period, HRMS will apportion benefits and no further action is needed.

  16. Step 16

    If there are changes to the employee's union dues, parking deductions, allowances, etc., follow the Recurring Payments/Deductions procedures to create, copy, or change the employee's Recurring Payments/Deductions (0014) infotype record(s).

  17. Step 17

    If there are changes to the employee's cost distribution override, follow the Employee Cost Distribution procedures to create, copy, or change the employee's Cost Distribution (0027) infotype record.

  18. Step 18

    Check to see if the employee has an active Other Taxes US (0235) infotype record. In most cases, tax exemptions should be delimited by the losing agency. If the employee has received an ESD approved exemption to the WA Cares Fund / LTSS program, then that tax exemption can remain active; however, the employee is required to provide the gaining agency a copy of their approved exemption letter.

    For more information on LTSS premiums and exemptions, see the Employer Long Term Services and Supports FAQ on the Payroll Resources webpage.

    Refer to the Other Taxes (US) user procedures for more information on state and federal tax exemptions.

  19. Step 19

    If there are changes to the employee's work county, update the employee's Worksite on the Unemployment State (0209) infotype. Refer to the Unemployment State - Copy and Update Record procedure.

  20. Step 20

    If the employee is changing representation status and now newly eligible or no longer eligible for a Personal Leave Day, ensure their Date Specifications (0041) infotype record was updated and remove or add the quota balance. Refer to the Quota - Removing Accrued Leave or Generate Quota Accrual Manually procedures as necessary.

    • For the payroll processor, this will mark the end of the Appointment Change Action (PY) – Transfer Different Agency action. After saving, click the Exit button and transfer the appointment change information packet to the benefits processor who will continue the action. The benefits processor should refer to the Appointment Change Action - Transfer procedure to complete their portion of the action if necessary.